TIS Manual

A PRODUCT OF LIMTON INNOVATIVE SYSTEMS
Time Information System
 Limton Innovative Systems

Level – 04 Shahnaz Arcade, Main Shaheed-e-Millat Road
Karachi-74800. Pakistan.
Phone 111-546-866 • Fax 92-21-4924415
Table of Contents
Introduction_______________________________________________________ 5
Time and Attendance Management _________________________________________ 5
Features__________________________________________________________ 6
1. Attendance Management ________________________________________ 6
2. Leave Management_____________________________________________ 9
3. Movement Tracking ___________________________________________ 11
4. Reports______________________________________________________ 12
Requirements_____________________________________________________ 14
1. Hardware Requirements________________________________________ 14
2. Software Requirements_________________________________________ 15
Setup ___________________________________________________________ 16
Database Connection Settings _______________________________________ 20
Settings for MS Access _______________________________________________________ 20
Settings for MS SQL Server ___________________________________________________ 21
Settings for Oracle ___________________________________________________________ 21
Login Screen _____________________________________________________ 22
The Main Screen__________________________________________________ 23
User Creation ____________________________________________________ 24
User Management Rights ___________________________________________ 25
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Forms___________________________________________________________ 25
Reports__________________________________________________________ 26
Using TIS _______________________________________________________ 27
Login ___________________________________________________________ 27
The Main Screen__________________________________________________ 28
1. Parameter ___________________________________________________ 29
Parameter Deletion___________________________________________________________ 31
2. Gazetted Holidays _____________________________________________ 32
3. Adding Employees_____________________________________________ 33
Seniority Code ______________________________________________________________ 34
Active_____________________________________________________________________ 34
Exempt ____________________________________________________________________ 34
Overtime Entitlement_________________________________________________________ 35
Employee Photo _____________________________________________________________ 35
Roster Type / Scheme ________________________________________________________ 35
4. Creating Shifts _______________________________________________ 38
Full Day Time ______________________________________________________________ 38
Half Day Time ______________________________________________________________ 40
Breaks ____________________________________________________________________ 41
5. Creating Schemes _____________________________________________ 42
Scheme Assignment__________________________________________________________ 44
6. Roster Creation _______________________________________________ 46
Seven Day Schedule _________________________________________________________ 47
Eight Day Schedule __________________________________________________________ 48
Applying the Roster __________________________________________________________ 48
Auto Roster ________________________________________________________________ 49
7. Data Posting _________________________________________________ 50
8. Manual Entries _______________________________________________ 51
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Manual Time In / Time Out ____________________________________________________ 51

Extra Overtime______________________________________________________________ 53
Manual Time Adjustment _____________________________________________________ 54
Late Adjustment_____________________________________________________________ 56
Global Time In and Time Out __________________________________________________ 57
9. Utilities______________________________________________________ 58
Individual Roster Utility ______________________________________________________ 58
Modify Roster Utility_________________________________________________________ 60
Weekly Roster Utility ________________________________________________________ 61
Copy Roster from Sample _____________________________________________________ 62
10. Process ____________________________________________________ 63
Absent on Off Day ___________________________________________________________ 63
Shift Conversion Process ______________________________________________________ 64
Leave Management________________________________________________ 66
1. Leave Creation _______________________________________________ 67
2. Leave Entitlement _____________________________________________ 69
Multiple Entitlements_________________________________________________________ 71
3. Leave Adjustment _____________________________________________ 73
4. Leave Posting ________________________________________________ 75
Movement Tracking _______________________________________________ 77
1. Creating a Movement Type______________________________________ 77
2. Movement – Break In / Break Out ________________________________ 78
Reports__________________________________________________________ 79
Index ___________________________________________________________ 81
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Introduction
Time and Attendance Management
T
ime Information System – TIS, is a sophisticated time and attendance management
solution that enables organizations to plan, track and transform basic labor data
into information for the purpose of improving workforce productivity and efficient
utilization of managerial resources. The software supports diversified data
collection mechanisms ranging from barcodes to biometric and proximity readers.
Promising outstanding conformity and customization, TIS boasts an architecture that

flexible enough to suit individual needs. Whether yours is a small office or a large scale
enterprise, an institution or an industry, a unit of 5 or 5000+ personnel, the TIME
INFORMATION SYSTEM is your key to stability and growth.
TIS is backed by a one-year warranty. Developed for Windows platform, it features:
A Graphical User Interface A P P L I C A T I O N S
Client/Server Architecture O Government Facilities

: Corporate Offices
Multiple Backend Database Support
Z Healthcare/Hospitals
(MS Access, MS SQL Server, Oracle) W Warehouses/Factories
Powerful Crystal Report Utility & Schools/Universities

( Business Centers
% Clubs, Associations etc.
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Features
The software consists of three core modules:
1. Attendance Management
2. Leave Management
3. Movement Tracking
1. Attendance Management
The Attendance Management Module covers the following aspects:
Employee Database Creation and Management

The database must contain information of all the employees whose attendance
is to be monitored.
Shift Creation and Management

All applicable shifts in the organization must be created and maintained. Shift
Parameters include:
Shift Start and End Time
Late Hours and Overtime Assignment
Break Timings
Half Day Timings
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Gazetted Holiday Management

Gazettes Holidays are to be assigned for the calendar year applicable as per the
following parameters:
§ Date
§ Description
Company Parameter Setting

This section allows you to populate the organization’s hierarchical structures
preset.
Eg:
§ Parameter Preset: Dept.
§ Details to be set: Sales, Admin, Accounts, IT etc.
Scheme and Roster Setup

This is where you set individual roster of the entire month for employees or
creates a scheme in the form of a shift pattern applies it to a set of employees.
There is also a facility to replicate a monthly roster up to a desired number of
months in advance.
Schemes follow a fix weekly pattern applicable for the entire year. There are
separate settings for a 7-day scheme and an 8-day scheme to be assigned as per
individual needs.
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Data Posting
Consolidated Attendance data from various terminals is processed through the
posting form. This is where the software analyzes the raw data and converts it
into information, interpreting the TIME and ATTENDANCE of each
employee during the defined period.
For daily attendance, data is to be posted on a daily basis.
Manual Entries
This is where you may manually adjust the In and Out timings of an employee
along with his Late hours and Overtime hours.
Utilities
There are several roster modification utilities allowing you to modify individual
weekly and monthly rosters and creating samples for replication.
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2. Leave Management
The Leave Management Module covers Leave Creation, Leave Entitlement, Leave
Adjustment and Leave Posting.
Leave Creation
You may create as many leaves as applicable in the organization. Leave
Creation parameters include:
Name
Description
Remarks
Based on (Appointment/Confirmation/Fix Date)
Allowable Quantity
Forwardable Quantity
Encashable Check
Lapse Check
Leave Entitlement
This is where you allocate entitled leaves for individual employees for a
particular year.
Leave Adjustment
All availed leaves and advance adjustments are to be managed through this
module.
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Leave Posting
The Leave Posting Module forwards and/or cancels all leaves of the current
year to the next fiscal year if and when applicable.
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3. Movement Tracking
Movement Module
The Movement Module allows you to create the type of movements that may
exist in the organization and mark them as paid (deductible from work hours)
or unpaid (not deductible from work hours), whatever is applicable.
Break In/Out
This is where you adjust employee movements as per the demarcations
available.
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4. Reports
TIS boasts a comprehensive set of reports classified into three categories namely:
MIS
Personal
Checklist
MIS
MIS consists of the following set of reports:
• Work Hours Summary
• Leave Chart
• Time Sheet
• Average Arrival/Departure
• Overtime Register
• Periodical Consolidated
• Periodical Overtime Register
• Attendance Register
• Employee Performance
• Employee Strength
• Leave Status
• Individual Leave Card
• Attendance Sheet
• Monthly
• Yearly
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Personal
Personal consists of the following set of reports:

• Daily Time In
• Daily Late Arrival
• Daily Absentees
• Daily On Leave
• Early Departure
• Daily Break
• Daily Overtime
• Daily Worked Hour
• Daily Attendance
• Daily Off Day
Checklist
Checklist consists of the following set of reports:

• Irregular
• Not Swipe Out
• Monthly Shift Roster
• Weekly Shift Roster
• Employee List
• Master Roster
• Roster Not Created
• Gazzatted Holiday
• Parameter Listing
• Shift Timing
• Movement Code
• User List
• Audit Trail
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Requirements
1. Hardware Requirements
Processor:
PC Server / Pentium III or Higher
Minimum - 500 MHZ
Recommended – 1 GHZ or Higher
RAM:
Minimum - 192 MB
Recommended – 512 MB
Hard Disk:
600 MB Free Space
Printer:
Desktop Printer for A4 size prints
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2. Software Requirements
Operating System:
Microsoft Windows ME/NT/XP/2000 or Higher
Database Options:
MS Access
MS SQL Server
Oracle
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Setup
1. Run the setup provided in the Installation CD and install the application in the
desired directory.
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2. Make sure the database is ready and running.
3. In case of MS Access the MDB file is to be placed inside the DB folder where
TIS is installed.
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4. Incase of MS SQL Server the MDF and LDF files are to be attached through
Microsoft Enterprise Manager and brought online.
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5. Incase of Oracle the database may be attached using the .dmp file provided.
(Contact the vendor for more details)
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Database Connection Settings

When you run the application for the very first time, a form appears on the screen
asking the connection settings. The entries are saved inside the Windows Registry and
need not be entered subsequently unless the registry entries are deleted.
Settings for MS Access
User Name: . //Dot

Password: . //Dot
Database: . //Dot
Server: . //Dot
Application Key: **** //Provided by Limton
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Settings for MS SQL Server
User Name: sa //Default system login unless otherwise specified

Password: sa //Default system password unless otherwise specified
Database: TIS //Default Database Name
Server: <PC Name> //Local host on which the server resides
Application Key: **** //Provided by Limton. In case your SQL
Server uses Windows Authentication, Check the Integrated Security Option
that appears when you choose or type 1 when selecting the Database Type
Settings for Oracle
User Name: scott //Default system login unless otherwise specified

Password: tiger //Default system password unless otherwise specified
Database: TIS //Default Database Name
Server: <PC Name> //Local host on which the server resides
Application Key: **** //Provided by Limton
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Login Screen
The system allows you to login through the Supervisory mode using the default
password “abc”. Using the Supervisory mode you can create users and assign rights to
various functions of the application.
To login, select the user and in the password field type “abc” (without quotes). Press
enter or click on the login button.
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The Main Screen
This is the Main Screen. The side pane shows all the options through which you can
browse the various features TIS offers. In the Supervisory Mode, only the User
Management forms are functional.
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User Creation
The User Creation dialogue box opens when you click on the User Creation Option,
under the User Management in the side pane. This is where you can create users whom
you allow to use TIS.
You may choose an employee in your organization to be a user, but for that he/she
has to have his/her information inside the database to be classified as an employee.
Since the database is empty right now, you may just create a new user without selecting
one from the database. This user is independent of any organizational hierarchy and
may view/modify data of all employees in the database. Hierarchical rights assignment
is dependant upon employee seniority code and shall be discussed later.
Click on New to create a user. Enter the user name and password.
Click Save.
Your new user has been created.
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User Management Rights
Forms
Click on the User Management Rights under the User Management Section in the side
pane to open the User Management Rights dialogue box. This is where you assign your
created users the Rights and Privileges over the functions of TIS. Click on the newly
created user. Select any of the various Forms by expanding the nodes under Modules
inside the Forms Tab Tree View. Each form has four sets of permissions that you can
allow your user. These are:
New - For Creating New Records
Save - For Editing and Saving Data
Navigation - For Browsing Through Records
Delete - For Deleting Records
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Reports
The Reports viewing rights assignment follow the same criteria as the Forms. You may
select any number from the available reports to be accessible by your user.
The Permissions panel is disabled when you access the Reports Tab as the reports are
read-only i.e. you can not edit or delete reports. The Crystal Reports Viewer has a
built-in function for navigation.
You can either assign rights on All Forms and Reports or select Individuals by opting
through the User Operation Control on the bottom left corner of the dialogue box.
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Using TIS
Login
If you are in Supervisory mode, exit TIS and login again. Choose the newly created
user and type the password. Press Enter or click Login. The Main Screen opens up.
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The Main Screen
This is the Main Screen as explained earlier. You will notice that under the “Welcome”
sign is the User ID through which you logged in. The Main Screen can be divided into
two sections. The left side shows all the available forms which you can access through
the tree view. You can see the three main modules:
1) Time Management
2) Leave Management
3) Movement Tracking
The plus sign (+) indicates that the entity contains more options, which you can view
by clicking on it to expand.
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1. Parameter
Click on Parameter; third option under Attendance Management inside the tree
view.
This is where you populate the hierarchical structure of your company. You can
view the various parameters by using the Navigation Buttons on the toolbar (Next,
Previous, Last etc.)
To populate a particular parameter, browse through to it. The above form shows
“Location” as the selected parameter.
Parameter Code is the ID through which you refer your parameter. The
description below explains the type of parameter. In this case Parameter Code is
“loc” which refers the parameter “Location”
Click on New to add a particular Location.
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Double click on the empty cell under the header Code in the grid below.
Enter a location code by which you will reference that particular location e.g.
“Khi”
Press Enter.
The focus is now set on Description, the subsequent cell in the same grid. Type
the description.
Press Enter. When you do, you will notice that an empty row is created below. If
you do not press Enter, your entries will not be saved.
Click on Save. You new parameter detail is now saved.
You may enter and save multiple entries in one go.
You will notice that when you successfully save your parameter details, the list is
automatically sorted. The Parameter Details segregate or categorize your
employees, so remember to save all that are applicable in Departments,
Designations and other created Parameters.
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Parameter Deletion
You can also delete parameter details by clicking on the particular type and then
clicking on the Delete button on the toolbar.
Note: A parameter will only be deleted if it is not being used inside a record,
otherwise you will receive an error prompt as below:
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2. Gazetted Holidays
You may create any number of Gazetted Holidays which are applicable throughout
the year. The two parameters required for creation are Gazetted Date and
Description.
Click on New to create. The Date field initially inactive is now accessible. Set the
right date and then enter a description.
Click on Save.
The Holiday is now saved.
Note: If an employee comes to work on a Gazetted Holiday and marks his
attendance, it will not be counted as a regular day and his work hours will
be considered as Gazetted Overtime.
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3. Adding Employees
Click on the Employee option under Attendance Management inside the tree view
to access the Employee Form.
This is where you can enter and browse employee records. To add an employee,
click New, on the toolbar. Remember at any time you want to undo you can click
on Cancel, now visible in place of New.
Enter the employee credentials.
Remember all fields marked * are mandatory and would not be saved as null.
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Seniority Code
Seniority Code defines the hierarchical status of the employee and is useful when
an employee is a user of TIS. It can be set either as 0 (zero) or as 1 (one).
If it is set to 0 then the employee is considered as a staff member has only access
to his own data through Forms or Reports, which ever is applicable.
If it is set to 1 then the employee is considered at the same rank as the Head of a
particular department, thus has access to the data of all employees in his
department through Forms or Reports, which ever is applicable.
This feature is useful when using multiple client licenses of TIS as an individual
may be granted the responsibility of managing his own or his subordinates’ data.
Active
An employee currently working with your company is considered Active. All
employees whose Active is unchecked will not have their attendance marked as
they will be considered as terminated or relieved from duty.
Exempt
An employee may be exempted from marking his attendance for various reasons.
If so, you may set it by checking the Exempt option. The employee will be marked
Present and On Time if he does not pass through the Attendance Terminals.
The authorized user may uncheck the Exempt status at any point.
Note: If an employee is exempted and he still passes through the Attendance
Terminal, then his attendance will be marked accordingly and the Exempt check
will be ignored.
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Overtime Entitlement
This check entitles a particular employee to earn overtime. All those whose
overtime entitlement is unchecked will not have their overtime calculated.
Employee Photo
To add an employee’s photo to his record, place it in the folder titled “Photo” in
the directory where TIS is installed. Make sure that the photo that you paste is
named after the respective Employee ID, otherwise it will not be referenced. E.g.
If an employee by the name of John Smith has an ID# 181, then his picture
should be renamed as 181.bmp or 181.jpg and placed inside the folder titled Photo
in the directory where TIS is installed.
Roster Type / Scheme

This field can not be edited directly from the employee form and is only for display
purposes. It displays the information regarding the shift pattern for current
employee and is update after a Scheme or a Roster has been assigned. This
assignment will be discussed later and has a separate form for alteration.
The Employee Form is divided into two sections separated by tabs. After
completing data entry in the Employee Info Tab, click on Details.
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This is the Details section. You can use this form to classify your employees
according to the company parameters e.g. Department, Designation, Location,
Category, Class, Group etc.
Click on the applicable parameter ticking the check box. A dialogue box will open
up with the available parameter details. Remember that you will see all those
parameter details which you saved through the Parameter Form.
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Select the desired value and press OK.

The selection will be set and displayed against the respective parameter on the
Details Tab.
The lower half of the Details Tab is reserved for Leave Entitlement. Once the
Leaves are created, you may entitle a particular employee any number of available
Leaves through this form.
Alternately, Leave Entitlement can also be done through a separate form and
therefore will be discussed later along with Leave Creation.
Press the Save button on the toolbar to save the employee record.
You will immediately receive a success response if no mandatory information or
fields marked * have been left empty.
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4. Creating Shifts
Shift can be defined as the routine time period during which an employee is at
work. To create a Shift, click on the Shifts option under Attendance Management
in the tree view to open the Shift creation form.
Click on New.
Note: Time entered in fields should be in 2400 hrs format and not in 1200
hrs format.
Assign a code to the shift being created and then enter its name.
Full Day Time
Start Time: This is the time your shift is supposed to start.

End Time: This is the time your shift is supposed to end.
Arrival Allow Time: An employee can come as early as the Arrival Allow
Time and will still be marked present. Before this limit
he will be marked absent.
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Arrival Finish Time: An employee can come as late as the Arrival Finish
Time and will still be marked present. After this limit he
will be marked absent.
Shift Late Time: An employee will be marked as late if he arrives after
the Shift Late Time.
Overtime Starts Time: General Overtime is calculated by subtracting
employee’s check-out time from his Shift End Time.
However it is only applicable after the value entered in
the Overtime Starts Time field. E.g. an employee whose
shift ends at 1800 hrs and the Overtime Starts Time is
1830 hrs, checks-out at 1825 hrs then his overtime will
be 0 minutes. But if he checks-out at 1832 hrs, then his
overtime will be 32 minutes as the overtime is valid
after 1830 hrs only.
Early Overtime MinHr: Early Overtime is entered in the form of minutes. It
works the same way as the Overtime Starts Time, but in
this case it applies the condition that an employee must
come at least as early as the value stored in Early
Overtime MinHr before the Shift Start Time to validate
his Early Overtime.
Note: Overtime also depends on whether the

employee is entitled for overtime or not.
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Half Day Time
Half Day Time can be based either upon the number of hours worked or upon the
lapse of a particular hour.
Based Upon Hour: Min Hours specify the minimum number of hours an
employee must at least work before he leaves for his
present status to be marked as Half Day. Working less
than this will be marked as absent.
Max Hours specify the maximum number of hours an
employee must at most work before he leaves for his
present status to be marked as Half Day. Working more
than this will be marked as full day present.
Based Upon Time: When you select Half Day Based Upon Time, the Start
Time and End Time fields become active alongside Min
Hours field. The Max Hours field is now disabled.
The Start Time is the time after which if the employee
checks in, his status will be marked as Half Day.
The End Time is the time before which if the employee
leaves, his status will be marked as Half Day.
If the employee checks-in after the Half Day Start Time
and leaves before the Half Day End Time then his
work hours must be greater than MinHrs for his status
to be marked as Half Day, otherwise he will be
considered absent.
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Breaks
A Shift may have a Break in between. The Break Start and End Timings can be set
here. The Break Deduction button, if pressed, makes sure Break Hours are
deducted from employee’s working hours.
Note: Shift creation criteria is strictly dependant upon a company’s policies

varies from organization to organization. This is a very crucial process and
must be dealt with great care as the employees attendance is validated
according to the shift criteria. Limton Group of Companies bears no
responsibility whatsoever for any sort of data loss due to user negligence
and mistakes.
Click Save to store the data.

Your Shift is now created. You may create multiple shifts which are existent in
your organization.
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5. Creating Schemes
Scheme is a systematic sequence of shift spanning over a week that normally
remains constant throughout the year. If your employees follow a fixed pattern of
shifts throughout the year round, you may consider creating a weekly scheme.
To create a Weekly Scheme, click on Scheme Setup under Attendance
Management inside the tree view to open the Scheme creation form.
The Scheme form is divided into two sections, namely Scheme Setup and Scheme
Assignment. You may create a Scheme in the first tab.
Click on New to create a Scheme.
Assign a Scheme Code.
Give the Scheme a Name and Description.
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The lower half of the form incorporates a grid which shows all the created shifts.
You will also see an Off day shift, which is created by default.
Select a particular shift from the list and then click on an empty day slot above the
list.
That particular shift will then be assigned to the respective day in this scheme.
Fill in all the day slots and then click Save.
Your scheme is now created.
You may want to create multiple schemes as per your company’s requirement.
When you are done, click on the Scheme Assign tab to assign the scheme on your
employees.
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Scheme Assignment
Click on the button […] next to the label “Select Employees” to open a list of
active employees inside the Quick View Window.
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The upper portion displays your company’s parameters through which you can
filter the below list of employees based on a particular department, designation etc.
You can also search for an employee using the search criteria available. Or you can
select all the employees with or without filtering using the Select All option or
double clicking on the list.
To select a single entity, just click once on a particular record. A valid selection
marks the employee id with an asterisk *
When you have finalized your selection click OK. Your list is now displayed on the
Assignment screen. You can still eliminate some of your choices by removing the
tick before each employee number. When you are done, click Apply.
The Scheme has now been applied on the set of employees.
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6. Roster Creation
Some employees may not follow a fixed pattern of shifts. They may be assigned to
variable patterns throughout the month. Click on Roster under Attendance
Management inside the tree view to open the Roster Creation form.
The Roster form is divided into four distinct sections. You can use this form to
create new rosters and modify existing ones.
The bottom area of the form shows the list of employees whose roster has already
been created.
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Seven Day Schedule
The top-left portion displays a template for a Seven Day Schedule. Identical to the
Shift assignment during Scheme Creation, you can click on any particular Shift
from the available ones shown in the list on the right hand side of the form and
then immediately click on the particular day slot.
For Seven Day Schedule to work, you must leave no day slot empty if any other in
that particular week is filled.
Click on New to create.
If the whole 2nd week and subsequent weeks are empty, then it is understood that
the same pattern is applicable on the 2nd, 3rd and 4th weeks as the one assigned on
the 1st week.
If the 1st and 2nd weeks are filled and 3rd and 4th are empty then 3rd and 4th weeks
will follow the pattern of 1st and 2nd week respectively.
If the 1st, 2nd and 3rd weeks are filled then the sequence is restarted from the 4th
week onwards and into the next month.
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Eight Day Schedule
You can either choose to set a Seven Day Schedule or an Eight Day Schedule at
one time.
The Eight Day Schedule is used in a scenario when the shift pattern is rotated over
a span of eight days e.g. 2 days Shift A+ 2 days Shift B+ 2 days Shift C+ 2 Off
days or 3 days Shift A + 3 days Shift B + 2 Off days.
The assignment mechanism is the same as the Seven Day Schedule or the Scheme
setup.
The Eight Day Schedule is applicable from a particular date. Choose the date you
want the Eight Day Schedule to start from.
Note: You are not just limited to the Eight Day Rotation Schedule. TIS also
provides you the flexibility to create an N-Day Rotation Schedule, which is
discussed in a separate section later.
Applying the Roster
When you are done with creating the roster, click on the Select Employees button
[…] to open the Quick View Window for employee selection. Choose the
employees you want to apply the roster on.
Click on OK.
The employees you selected are now displayed in the list on the bottom part of the
Roster form.
Click on Save on the toolbar.
Your new roster has now been assigned.
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Auto Roster
The Auto Roster utility is used to apply the roster over a sequence of months in a
particular year. This saves you with the repetitive creation of roster every month.
Choose the year and the month range from the drop down boxes provided..
If a roster is already set of the applicable months, you must put a tick in the
Overwrite check box.
Click on the Create Roster button.
Your monthly roster for the selected employees is saved over your choice of
month range.
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7. Data Posting
You are now ready to post your Attendance Data.
The data is polled from the Attendance Terminals in the form of a batch file titled
list.dat. This file contains all the In/Out transactions of employees with respect to
their IDs, Date, Time, Status, Shift Code and Terminal IDs.
The list.dat file must be placed inside the Data folder in the directory where TIS is
installed. If the list.dat is not there, you will be prompted that there is no data to
post.
Press the post button.

The system will start extracting data from the file, subsequently analyzing and
storing it into the database.
This may be a time consuming process if the data is large and should not be
interrupted.
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8. Manual Entries
The Manual Entry Forms allow you to manually adjust the timings and related
entries of employees. Manual transactions are indicated with a * (asterisk) in
reports.
Manual Time In / Time Out

This form is used to mark the Time In and Time Out of employees manually if
they fail to transact through the terminals.
Warning: You can also overwrite existing data through this form; therefore
it is to be used with extreme care.
Select the Date on which you want to manually assign the In and/or Out timings.
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Now click on the […] button to open the Quick View Window for employee
selection.
Select the employee who’s Time In and/or Time Out you want to alter.
Click Ok to close the Quick View Window.
The selection is displayed on the Manual Entry Form. If the data already exists for
that particular date, then it is shown after the labels “Entered Time In:” and
“Entered Time Out:”
To set new Time In, tick the check box before the label “Time In”.
You will see that the time picker is now enabled.
Input desired values in 2400hrs format.
Time Out is set the same way.
When you are done, click on Post button on the top of the form. If the data
already exists, the system will give you a message confirming its existence and will
ask for your permission to overwrite. If you set Time Out only and Time In does
not exists in the database then the system prompts a message “Not Swipe In”.
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Extra Overtime
Extra Overtime is the time an employee is on duty during hours that are not his
designated shift hours.
To record the Extra Overtime manually, click on New.
Select the Employee by clicking on […].
Set the Date In and Time In followed by the Date Out and Time Out.
Enter Remarks.
Click on Save.
Note: There can be multiple Extra Overtime entries on the same date, but
make sure that the new Time In should be greater than the previous Time
Out of the same date.
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Manual Time Adjustment
This form is used to adjust the Late and Early timings of an employee, provided
that he is not absent on that particular date.
You can also use this form to adjust various types of overtime namely Gazetted,
General, Early and Off day.
Set the date on which you want to adjust the timings of you employee.
Click on […] button to open the Quick View Window for employee selection. If
you do not see your employee in the list, it means that the employee was absent on
that particular date.
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If your employee is present, you may confirm your selection.
Set the desired values in the fields.
Click on the Post button to confirm.
Warning: Already existing values will be overwritten.
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Late Adjustment
You can use this form to unmark Late Arrivals and Early Departures of a
particular set of employees for any reason applicable, provided that their attendance
for that particular date exists and they were late that day.
Set the desired Date using the date picker.

Select either of the options Late Arrival or Early Departure for unmarking.
Select Employees through the Quick View Window by pressing […] button
besides the Select Employee(s) label.
Enter Remarks.
Click Post button to confirm.
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Global Time In and Time Out
Global Time In and Time Out form can be used to globally default the Time In
and Time Out of a set of employees to their respective shift start and end timings,
provided they are present on that particular date.
Set the Date using the date picker.

Check either Time In or Time Out or both.
Select Employees through the Quick View Window by pressing […] button
besides the Select Employee(s) label.
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9. Utilities
Individual Roster Utility
The Individual Roster Utility allows you to modify the Employee Roster of a
particular month giving you the flexibility to work explicitly on dates. E.g. if you
want to modify the shift for the 13th of a particular month, you can do so through
this form.
The Individual Roster Utility Form is divided into two distinct sections. The left
part shows the available shifts, while the right part is reserved for the roster
template.
Select an employee through the Quick View Window clicking on the […] button.
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If a roster has been created for that particular employee, the values will be
displayed inside the template for the month and year set above.
You can click and drop the available shifts in your desired day slot to change the
existing roster.
Click on the Save button to confirm the changes.
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Modify Roster Utility
The Modify Roster Utility works a bit differently from the Individual Roster Utility
such that you can modify the roster of multiple employees at the same time, but
the changes are restricted to be made day wise and not date wise.
Set the month and year for which you want to do the modification.
Select employee(s) through the Quick View Window clicking on the […] button.
Your selection will be displayed on the grid on the right side.
The left side is again reserved for available Shifts.
Click and drop any of the available shifts on the desired day slots inside the grid.
Click on Save to confirm your changes.
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Weekly Roster Utility
The Weekly Roster Utility allows you to apply changes week wise, with options to
base modifications on any particular week in a month or all of them.
You can choose your desired option through the Week drop down box.
Set the year and month for which you want to perform the modification.
Select employee(s) through the Quick View Window clicking on the […] button.
Fill in the day slots (Mon to Sun) by clicking on any of the available shifts and
dropping it on them.
Click on Save to confirm changes.
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Copy Roster from Sample

This form works a bit like the Individual Roster Form. You can modify the
Monthly Roster of a particular employee date wise and apply the changes to a set
of employees.
Set the Year and Month.
Select employee(s) through the Quick View Window by clicking on the […]
button. The Quick View Window displays only those employees whose Roster has
already been created.
If you click on a particular record from the selected list of employees, the roster
template on the right is automatically updated.
Click and Drop the available shifts on the bottom-left into the day slots.
Click Save to confirm.
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10. Process
Absent on Off Day
You can mark all Off Days and Gazetted Holidays as Absents if these fall in
between continual Absents of employees within a date range.
Set the Start and End date range.
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Shift Conversion Process
The Shift Conversion Process Form allows you to convert Absentees on Normal
Shift of a particular employee to Off Day.
You can also use this form to convert an Off Day of an employee to his Normal
Shift.
Select either of the two options you want to work upon.
Select an employee through the Quick View Window by clicking on the […]
button.
Choose the correct date for which you want to apply the changes.
If you chose the option “Absent to Off Day” click the Post button to confirm.
Remember your employee must be absent on the date that you set for the Absent
to Off Day process to work.
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If you chose the option “Off Day to Normal Shift” , the Convert to Shift drop
down box now becomes active. Select the appropriate shift. Remember in this case
the date selected must be an Off Day for that particular employee.
Click the Post button to confirm.
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Leave Management
TIS boasts a sophisticated yet simple Leave Module allowing you to effectively manage
leaves of your employees.
The Leave Management Module covers the following aspects:
§ Leave Creation
§ Leave Entitlement
§ Leave Adjustment
§ Leave Posting
TIS allows you to create any number of Leaves applicable in your organization. After
creating Leaves you must entitle your employees to avail them. Leave Entitlement is a
separate process and it ensures that an employee has a right to avail a particular leave.
When an employee avails a particular leave it must be adjusted in his account. Leaves
may be adjusted both ways, ahead and back in time. An employee must be absent on a
particular day for his leave to be adjust back in time. If a leave is adjusted ahead in time
and if an employee appears on duty on that day, then he will still be considered on
leave.
Backward Leave Adjustment being deleted will mark the employee absent on that day.
Forward Leave Adjustment being deleted will only discard the leave reservation record.
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1. Leave Creation
Click on the Leaves option under Leave Management inside the tree view to access
the Leaves Creation Form.
Click on New to create a Leave Type.

Enter the Leave Code followed by the Leave Name and Description.
Enter Remarks.
Each Leave type can be based on a particular date, that may either be:
§ a Fixed Date
§ Employee Appointment Date
§ Employee Confirmation Date
If you choose a Fixed Date, you must assign one through the date picker right next
to your choice.
Appointment and Confirmation Dates are already defined for each individual in
the Employee Form.
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Tick the Allowed check box and enter the maximum quantity allowed in the text
box besides it.
The Leaves may either be forwarded to the next year or may lapse as the year ends.
If the balance is to be forwarded, you must specify a max quantity up to which the
balance may rise. This is to be entered in the text box beside the Forward Tick.
A Leave in balance may be cashed at the end of the year. If so, tick the Encashable
check box and enter the maximum quantity beside it.
Pro Rata Basis is a feature which divides the Allowed quantity over the months
such that an employee may only avail a certain leave quantity during a particular
month.
The “Starts From” and the “Late Deduction Priority” drop down box are added
features to be made available in the next version. Modifying them will not effect
your application in any way right now.
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2. Leave Entitlement
This form is used to allocate yearly leaves for employees and may also be used to
entitle new leaves for a particular set of employees.
Click on Entitle Leave Edit under Leave Management inside the tree view.
f
The Form is divided into two tabs. The first one deals with Single Entitlement and
the second one deals with Multiple Entitlement.
Single Entitlement Tab is used to allocate Leaves that are already entitled to a
particular employee for the current year.
Click on New to allocate the Leaves.
button.
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The Employee Entitlement shows all the Leaves that you entitled to your
employee through the Details Tab of the Employee Form when you creating
his/her record.
Note: You can not entitle a new Leave Type to this employee through the
Single Entitlement Tab. This tab is used for yearly leave allocation only.
Double Click on the particular Leave Type under Employee Entitlement that you
want to allocate.
The values will be set inside the fields on the bottom-left side as below:
Fill in the desired values.

Previous Entitlement refers to the Leave Quantity in balance for the previous year;
the year in which the leaves were not maintained through TIS, but still must be
carried forward. Remember TIS automatically forwards the current balance to the
next year where applicable so there is no need to fill Previous Entitlement every
year.
Availed refers to the Leave Quantity actually availed during the current period.
The Current Entitlement shows the default values for the particular Leave Type
selected. You may change it for your employees as required.
Set the Approve Date and enter Remarks.
Click on Save to confirm.
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This way you can allocate entitled leaves over current period.
Multiple Entitlements
The next tab is the Multiple Entitlement Tab.
The Multiple Entitlement Tab can be used to entitle and/or allocate Leave Types
to a set of employees.
Click on New.
Select Employee(s) through the Quick View Window by clicking on the […]
button. Each selected employee in the Quick View Window is indicated by an
asterisk *. Click OK to confirm your selection.
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Your selection is now displayed in the list on the upper-left side.

Double Click on a particular Leave Type from the list on the upper-right side of
the form.
If the Leave Type is not currently entitled to an employee, you must put a tick on
the “Assign Leave Type to Selected Employees” check box, under the available
Leave Type list, else the allocation will not apply to these employees.
Click on the arrow button pointing right, towards the Selected Leaves list to
allocate the leave.
To undo, click on the Selected Leave and then click on the arrow button pointing
left.
Click on Save to confirm.
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3. Leave Adjustment
Click on Leave Adjustment option under Leave Management inside the tree view
to open the Leave Adjustment form.
Leaves may be adjusted for the Current Period or the Previous Period. The
Previous Period refers to the past records not maintained through TIS, and the
difference is only visible in reporting for segregation purposes.
Click on New to adjust a leave.
button.
Double Click on the particular Leave Type you want to adjust.
Choose either a Full Day leave adjust option or Half Day option.
In both the cases, an employee must be absent during the particular time period.
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Note: Leaves may be adjusted both ways, ahead and back in time. An
employee must be absent on a particular day for his leave to be adjust back
in time. If a leave is adjusted ahead in time and if an employee appears on
duty on that day, then he will still be considered on leave.
Backward Leave Adjustment being deleted will mark the employee absent
on that day.
Forward Leave Adjustment being deleted will only discard the leave
reservation record.
Include Option – You can include or exclude Gazetted Holidays and Off Days
by ticking on either check box under the label “Include Option”. If any option is
included than it will be counted as a Leave if it falls under the leave range. Eg. If
you have checked the Off Day option and you are adjusting a leave application for
1st April 2006 to 4th April 2006, and 2nd April 2006 is an Off Day then the number
of availed leaves will be equal to 4 (four). If however, the Include Option is
unchecked, then the number of availed leaves will be equal to 3 (three) due to the
fact that there is one Off Day in between, which is not included.
Enter the Year and the Date Range.
The Number of Days below is automatically calculated through the date range
defined above.
Enter Approval Date and Remarks.
The Leave Calendar on the bottom-right corner shows all the adjusted leaves for
the particular employee.
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4. Leave Posting
Leave Posting form is used to post the leave data forward to the next period.
Leaves are based on either the Appointment Date or the Confirmation Date or a
Fix Date. Since the Appointment and Confirmation Date will be different for each
employee, Leaves must be regularly posted as year closing date may fall on any day
for the employees.
Set the Posting Date.

Click Save.
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Movement Tracking
Movement Tracking allows you to control and manage In/Out movements of
employees during their working hours. Using the Movement Form, you can create and
define several types of movements that are existent in your organization.
1. Creating a Movement Type
Click on the Movement option under movement tracking to open the Movement
Creation Form.
Click on New to create a Movement Type.
Enter the Movement Code.
Enter Movement Description.
The Movement may either be Paid or Unpaid.
Unpaid Movements are deducted from the employee working hours, while Paid
Movements remain inclusive.
Choose the desired option and click on Save to confirm.
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2. Movement – Break In / Break Out

To manually adjust breaks/movements click on Break In and Out under
Movement Tracking inside the tree view.
Click on New.
Set the Date using the date picker.
Click on […] to select an employee through the Quick View Window. You can
select only those employees who are present on the preset date.
Tick the Date Out check box to activate the date picker. Set the applicable Date
Out and Time Out.
Choose the Purpose by clicking on […] and selecting a Movement Type.
Enter Remarks followed by Date In and Time In.
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Reports
TIS offers a comprehensive set of reports that guarantees availability of information at
your fingertips. Categorized into three main aspects namely:
§ MIS,
§ Personal
§ and Checklist,
each report gives a concise yet relevant picture of the data in question.
Double click on any of the three options inside the tree view: MIS, Personal and
Checklist to yield the list of reports within.
The top section displays the hierarchy through which you can filter your selection.
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You can also set various employee parameters such as Gender, Marital Status and
Overtime Entitlement as per your requirement.
Once you select a particular report type, the Grouping options become active. You can
assign up to two levels of groupings on your data. The Grouping Parameters are same
as your hierarchical parameters.
Additional options include Sorting by Employee Code, Name and Date.
You can also generate a report for a particular employee using the Employee Search
Criteria. First select the option you want to base the filter on from the drop down box
labeled field.
Next select a comparison option from the list of available ones in the drop down box
next to Field.
Type in the criteria for the particular comparison selected. Remember the Refresh
option must be checked for the Employee Search Criteria to work. If you do not want
the search criteria to obey the parameters defined above, check the “Fetch Not in
Parameters” option.
Select the employees from the list below. Double Click on the list to Select All.
Click Proceed to generate report.
Note: Report generation may take time depending on the amount and size of
data.
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Index
A E
Absent on Off Day, 60
Early Departures, 53
Absent to Off Day, 61
Early Overtime MinHr, 36
Active, 31
Eight Day Schedule, 45
Allowable Quantity, 6
Encashable Check, 6
Appointment Date, 64, 72
End Time, 3, 35, 36, 37
Arrival Allow Time, 35
Exempt, 31
Arrival Finish Time, 36
Extra Overtime, 50
Attendance Management, 2, 3, 26, 30, 35, 39, 43
Availed, 67
F
B Forwardable Quantity, 6
barcodes, 2
Based Upon Hour, 37 G
Based Upon Time, 37
biometric, 2 Gazetted Holidays, 29
Break, 3, 8, 10, 38, 75 Global Time In, 54
Break In/Out, 8
Breaks, 38
H
C Half Day, 3, 37, 70
Half Day Time, 37
Checklist, 9, 10, 76
Confirmation Date, 64, 72
Copy Roster from Sample, 59 I
Current Entitlement, 67
Current Period, 70 Include Option, 71
Individual Roster Utility, 55, 57
D
Data Posting, 5, 47
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L P
Lapse, 6 Parameter, 4, 10, 26, 27, 28, 33
Late Arrivals, 53 Personal, 9, 10, 76
Late Hours, 3 Photo, 32
Leave Adjustment, 6, 63, 70, 71 Previous Entitlement, 67
Leave Creation, 6, 34, 63, 64 Previous Period, 70
Leave Entitlement, 6, 34, 63, 66 Pro Rata Basis, 65
Leave Management, 3, 6, 25, 63, 64, 66, 70 proximity, 2
Leave Posting, 6, 7, 63, 72
Login Screen, 19
Q
M Quick View Window, 41, 45, 49, 51, 53, 54, 55,
57, 58, 59, 61, 66, 68, 70, 75
Main Screen, 20, 24, 25
Manual Entries, 5, 48
Manual Entry, 48, 49 R
Manual Time Adjustment, 51
MinHrs, 37 Reports, 9, 23, 31, 76
MIS, 9, 76 roster, 4, 5, 43, 45, 46, 55, 56, 57, 59
Modify Roster Utility, 57 Roster, 4, 10, 32, 43, 45, 46, 55, 58, 59
Monthly Roster, 59
Movement Code, 10, 74
Movement Tracking, 3, 8, 25, 74, 75 S
Movement Type, 74, 75
MS Access, 2, 12, 14, 17 scheme, 4, 39, 40
MS SQL Server, 2, 12, 15, 18 Scheme Assignment, 39, 41
Multiple Entitlement, 66, 68 Scheme Code, 39
Scheme Setup, 39
Seniority Code, 31
O Seven Day Schedule, 44, 45
Shift, 3, 10, 35, 36, 38, 44, 45, 47, 61
Off Day to Normal Shift, 62 Shift Conversion Process, 61
Oracle, 2, 12, 16, 18 Start Time, 35, 36, 37
Overtime Assignment, 3 Supervisory mode, 19, 24
Overtime Entitlement, 32, 77
Overtime Starts Time, 36
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T U
Time In, 10, 48, 49, 50, 54, 75 User Creation, 21
TIME INFORMATION SYSTEM, 2 User Management Rights, 22
Time Out, 48, 49, 50, 54, 75
tree view, 25, 26, 30, 35, 39, 43, 64, 66, 70, 75, 76
Page 83 of 83
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A PRODUCT OF LIMTON INNOVATIVE SYSTEMS

Time Information System

 Limton Innovative Systems

Manual Time In / Time Out ____________________________________________________ 51

Promising outstanding conformity and customization, TIS boasts an architecture that

TIS is backed by a one-year warranty. Developed for Windows platform, it features:

A Graphical User Interface A P P L I C A T I O N S

Client/Server Architecture O Government Facilities

Powerful Crystal Report Utility & Schools/Universities

Employee Database Creation and Management

Shift Creation and Management

Gazetted Holiday Management

Company Parameter Setting

Scheme and Roster Setup

Personal consists of the following set of reports:

Checklist consists of the following set of reports:

2. Make sure the database is ready and running.

Database Connection Settings

Settings for MS Access

User Name: . //Dot

Settings for MS SQL Server

User Name: sa //Default system login unless otherwise specified

Settings for Oracle

User Name: scott //Default system login unless otherwise specified

The Main Screen

User Management Rights

The Main Screen

Roster Type / Scheme

Select the desired value and press OK.

Full Day Time

Start Time: This is the time your shift is supposed to start.

Note: Overtime also depends on whether the

Half Day Time

Note: Shift creation criteria is strictly dependant upon a company’s policies

Click Save to store the data.

The Scheme has now been applied on the set of employees.

Seven Day Schedule

Eight Day Schedule

Applying the Roster

Click on the Create Roster button.

Press the post button.

Manual Time In / Time Out

Click Ok to close the Quick View Window.

You will see that the time picker is now enabled.

Input desired values in 2400hrs format.

Time Out is set the same way.

To record the Extra Overtime manually, click on New.

Select the Employee by clicking on […].

Manual Time Adjustment

If your employee is present, you may confirm your selection.

Set the desired values in the fields.

Click on the Post button to confirm.

Warning: Already existing values will be overwritten.

Set the desired Date using the date picker.

Global Time In and Time Out

Set the Date using the date picker.

Modify Roster Utility

Weekly Roster Utility

Copy Roster from Sample

Set the Year and Month.